Executive Assistant

2 weeks ago

Kansas City, United States NCM Associates Full time
Job DescriptionJob Description

The Executive Assistant will play a vital role in enhancing our Executive Leadership Team’s productivity by managing inboxes, handling administrative tasks, and ensuring time is spent on high-priority activities. The ideal candidate will be adept at independently handling correspondence, scheduling, and administrative duties while exercising discretion and judgment to prioritize and escalate matters as necessary.

Duties and Responsibilities

• Ability to handle highly confidential material or correspondence that involves the Executive Leadership Team, company-wide, including, but not limited to company financials, executive compensation, succession plans, etc.

• Composes confidential correspondence of a general business nature; receives, screens, and relays telephone and email communications.

• Organize complex calendars and schedules, resolving scheduling conflicts in multiple time zones.

• Prepares conference agenda and materials for travel to include reports, files, records, etc.

• Provides administrative support and analysis as needed for key managers, report analysis, presentations, etc.

• Manage a team of Administrative Assistants, helping to prioritize responsibilities and provide coverage to other leaders within NCM.

• Act as the primary point of contact between the Executive Leadership Team and internal/external parties, consistently maintaining professionalism and confidentiality.

• Manage sensitive and confidential matters that impact on the company's operations with the utmost discretion.

• Maintain and organize daily calendars, including meetings and events.

• Prepare documents, reports, presentations, and agendas using Microsoft Office tools.

• Arrange executive travel and accommodation, as well as handle expense reports.

• Screen incoming calls, take accurate messages, and respond to inquiries, routing non-routine calls appropriately.

• Draft correspondence for internal announcements and external organizations.

• Conduct research and collect information to aid the Executive Leadership Team in decision-making.

• Execute ad hoc projects as needed.

Qualifications

• Bachelor’s Degree preferred; however, requirement may be satisfied with equivalent combination of education and experience.

• Minimum of 7 years of administrative experience.

• Minimum of 4 years of experience supporting executive levels.

• Advanced capabilities with Microsoft Office.

• Exhibit excellent communication, time management, and multitasking skills to meet deadlines and perform well in a fast-paced environment.

• Must be able to work proactively, anticipating needs and providing solutions accordingly.

• Ability to handle private and confidential information in accordance with company’s interests and policies, legal requirements, and business ethics.

• The ability to work in a fast-paced environment and adapt quickly to change.

• Excellent communication skills and interpersonal skills for interacting with employees, clients, and vendors.

• Completes all responsibilities in a timely and accurate manner to meet co-worker and client needs and remain cost effective.

• While performing the duties of this job, the employee will typically be in an office environment.

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